Accounts Payable Associate

Overview

This is an entry-level Accounts Payable Support Clerk position. We''re looking for someone with strong potential to learn and grow in AP. The role will primarily focus on supporting a portfolio of vendor accounts, responding to vendor and departmental inquiries, researching and resolving invoice and payment issues, and escalating more complex items when appropriate. We place a strong emphasis on developing employees and providing opportunities for growth as they build their knowledge and experience.

The Accounts Payable (AP) Associate provides front-line operational support for Accounts Payable by processing invoices, performing document control functions, researching discrepancies, and responding to general AP inquiries. This role serves as the first point of contact for routine AP questions and plays a key role in ensuring invoices, supporting documentation, and payments are processed accurately and efficiently.The AP Associate applies critical thinking and sound judgment to resolve routine invoice and payment issues, supports document indexing and workflow progression, and assists with limited check disbursement activities requiring special handling or documentation. This position bridges transactional processing with customer service, research, and issue resolution to support timely and accurate vendor payments.While this job description outlines the core scope and responsibilities of the role, individual assignments may vary based on operational needs, team structure, and supervisor direction, and not all functions may be performed by every AP Associate.

As a patient-focused organization, University of Utah Health exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, integrity, quality and trust that are integral to our mission. EO/AA

Corporate Overview: University of Utah Health is an integrated academic healthcare system with five hospitals including a level 1 trauma center, eleven community health centers, over 1,600 providers, and a health plan serving over 200,000 members. University of Utah Health is nationally ranked and recognized for our academic research, quality standards and overall patient experience. In addition to our clinical delivery system, we have a School of Medicine, School of Dentistry, College of Nursing, College of Pharmacy, and College of Health providing education and training for over 1,250 providers annually. We have over 2 million patient visits annually and research grants exceeding $350 million. University of Utah Hospitals and Clinics represents our clinical operations for the larger health system.

Responsibilities

Essential Functions

Invoice Processing & Document Control

• Review, index, and process vendor invoices and related financial documents in AP systems with a high degree of accuracy, including sorting, scanning, uploading, and maintaining proper indexing and documentation standards.
• Ensure invoices and supporting documents are complete, legible, and appropriately routed to support efficient workflow progression.
• Maintain organized electronic records and ensure documents are archived in accordance with retention and compliance requirements.

Issue Resolution & Research

• Investigate and resolve routine invoice discrepancies, matching issues, duplicate invoices, and payment exceptions using established procedures and system tools.
• Perform basic research to determine invoice or payment status and identify missing documentation or processing issues.
• Escalate complex, high-risk, or systemic issues to senior staff or SMEs as appropriate.

Front-Line Support & Communication

• Serve as the first point of contact for general AP inquiries from vendors and internal departments via inbox, phone, and voicemail within established service-level expectations.
• Provide payment status, remittance details, and general AP guidance while maintaining a high standard of customer service.
• Serve as a resource to AP clerks by answering routine questions and assisting with problem invoices or documentation issues.

Check Disbursement Support

• Prepare and coordinate limited check disbursements requiring special routing, additional approvals, or supporting documentation prior to mailing.
• Ensure checks and associated documentation are accurate, complete, and distributed in accordance with established procedures and internal controls.

Workflow Monitoring & Support

• Proactively monitor invoice and voucher workflows to identify delays, errors, or data issues and take corrective action within assigned authority.
• Assist with special projects, audits, and ad hoc document requests as needed.
• Support consistent office coverage and assist team members to ensure continuity of AP operations.

Knowledge / Skills / Abilities

• Working knowledge of accounts payable processes and basic accounting principles.
• Strong attention to detail with the ability to follow established procedures and documentation standards.
• Critical thinking and problem-solving skills to research and resolve routine issues independently.
• Ability to prioritize tasks, manage multiple deadlines, and work effectively in a high-volume environment.
• Clear and professional verbal and written communication skills with a strong customer service orientation.
• Ability to identify recurring issues and bring them forward for review or improvement.

Qualifications

Required

• High school diploma or equivalent.
• Minimum of 2 years of accounting, accounts payable, or cash handling experience.
• Strong computer skills, including Microsoft Office.
• Demonstrated attention to detail and organizational ability.

Qualifications (Preferred)

Preferred

• Some college coursework in Accounting, Finance, Business, or a related field.
• Experience with ERP or document management systems such as Lawson, OnBase, PeopleSoft, or similar.
• Experience researching invoice discrepancies or responding to vendor inquiries beyond basic data entry.

Working Conditions and Physical Demands

Employee must be able to meet the following requirements with or without an accommodation.

• This is a sedentary position that may exert up to 10 pounds and may lift, carry, push, pull, or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.

Physical Requirements

Sitting